Office Coordinator
OIST Innovation serves as the technology commercialization hub of the university. We work
closely with faculty, students, and staff to drive the development of new technologies, build industry collaborations, support innovators, and launch startups. We offer a comprehensive suite of programs, networks, and resources designed to help transition innovative technologies from the lab to the market—creating meaningful societal impact. OIST Innovation plays a central role in theuniversity’s strategy to cultivate an innovation ecosystem in Okinawa, which includes technology transfer, industry partnerships, and startup incubation. The Office of the Executive Vice President works collaboratively across divisions to foster strategic partnerships and initiatives that strengthen the university’s research capabilities, reputation, outreach, and economic impact.
OIST Innovation is currently seeking an Office Coordinator to provide day-to-day administrative
and general office support. The ideal candidate will be highly organized, detail-oriented, and thrive in an international, fast-paced, team-oriented environment.
The Okinawa Institute of Science and Technology Graduate University was established in 2011 to contribute to the development of science and technology worldwide and to serve as a hub of innovation in Okinawa. OIST is a dynamic new graduate university of science and technology in Okinawa Prefecture, Japan which offers a 5-year PhD program and brings together outstanding researchers from across the country and across disciplines to conduct cutting-edge scientific research.
The university is located on 85 hectares of protected forestland overlooking a beautiful shoreline and coral reefs. The campus is striking architecturally, and the facilities are outstanding. To facilitate multidisciplinary research, there are no academic departments. Outstanding resources and equipment are provided and managed to encourage easy access and collaboration.
English is the official language of the University, and the university research community is fully international, with more than 50 countries represented. OIST is rapidly gaining recognition in the worldwide academic community as a model for excellence in education and research, and our unwavering commitment to scientific and technological innovation is dedicated to generating progress that will fuel Okinawa's economic growth.
- Support the day-to-day administrative activities of the Office of Executive Vice President to ensure effective operations
- Provide logistics support to host high-level visitors from government, academia, and industry
- Support meeting scheduling, travel arrangements, and event coordination
- Process and monitor routine financial transactions
- Organize and maintain a variety of records, files, data, and reports, including information of a confidential nature
- Perform data entry of customer and related information using database software
- Assist in compiling reports and presentations
- Maintain office supplies and equipment
- Serve as the primary point of contact for general maintenance, health and safety, and other facility concerns within OIST Innovation
- Assist with document translation
- Provide back-up administrative support to other sections in OIST Innovation
- Other related administrative tasks as needed
(Required)
- Bachelor’s degree or 3+ years of administrative experience
- Excellent customer service and communications skills in English and Japanese (equivalent to TOEIC score of 900+)
- Proficiency in Microsoft 365 (Outlook, PowerPoint, Word, Excel, Teams, SharePoint)
- High level of professionalism and ability to maintain sensitive and confidential information
- Excellent time management, multi-tasking, teamwork, and organizational skills
(Preferred)
- 5+ years of administrative experience working in an international environment
In accordance with the OIST Employee Compensation Regulations
Benefits:
- Relocation, housing and commuting allowances
- Annual paid leave and summer holidays
- Health insurance (Private School Mutual Aid)
- Welfare pension insurance (kousei-nenkin)
- Worker's accident compensation insurance (roudousha-saigai-hoshou-hoken)
- Access to Child Development Center
- Access to Schooling Options
- Language Education
- Resource Center (Daily Life Support in Okinawa)
- Remote Work system
- Cover letter in English and Japanese
- Curriculum vitae in English and Japanese
- Names and contact information of 3~5 referees, one of which should be a previous employer
* Please be sure to indicate where you first saw the job advertisement.
- OIST Graduate University is an equal opportunity, affirmative action educator and employer and is committed to increasing the diversity of its faculty, students and staff.
- Information provided by applicants or references will be kept confidential, documents will not be returned. All applicants will be notified regarding the status of their applications. OIST Privacy Policy
- Recruiting Organization: Okinawa Institute of Science and Technology School Corporation
- Prevention of Passive Smoking: No smoking indoors
- Please view our policy for rules on external professional activities
- (Information Disclosure – 10. Others – 6. OIST Rules for Concurrent Appointment).
- Further details about the University can be viewed on our website
Full-time, fixed term appointment for 2 years. Contract initially with 6-month probationary period (inclusive). This contract may be renewed by taking into consideration the performance evaluation, conduct, and behavior of the Employee and OIST’s financial and other circumstances.
Scheduled Working hours: 9:00 - 17:30
Break: 12:00 - 13:00
Flextime (core time 10:00-15:00) 7.5hrs per day (Multiplied by prescribed working days per month)
Holidays
Saturday, Sunday, National holidays, and Year-end and New Year holidays (Dec. 29 – Jan. 3)
Leave
Annual Paid Holidays, Summer Leave, Sick Leave, and Special Leave
We thank all those who apply but only those selected for further consideration will be contacted.